German Shorthaired Pointer Club of San Antonio Constitution & By Laws Article I. - Name & Objects Section 1. Name The name of the Club shall be German Shorthaired Pointer Club of San Antonio. Section 2. Objectives The objectives of the Club shall be: A. To encourage and promote the breeding of purebred German Shorthaired Pointers and to do all possible to bring their natural qualities to perfection. B. To urge members and breeders to accept the Standard of the Breed as approved by the American Kennel Club as the only standard of excellence by which German Shorthaired Pointers shall be judged. C. To do all in its power to protect and advance the interests of the Breed by encouraging sportsmanlike competition at dog shows, field trials, hunting test, obedience trials and other approved events. D. To conduct sanctioned and licensed specialty shows, field trials, hunt test, and obedience trials under the rules of the American Kennel Club. Section 3. Non-Profit Status The Club shall not be conducted or operated for profit, and no part of any profits or remainder or residue from dues or donations to the Club shall insure to the benefit of any members or individuals. Article II. - Membership Section 1. Membership There shall be four (4) types of membership: Full, Associate, Lifetime and Honorary. A. Full - membership shall be open to persons who are18 years of age or older, in good standing with the American Kennel Club, who subscribe to the objects of the Club, and own a German Shorthaired Pointer. Full members are entitled to all the privileges of the club. If two names are recorded on the membership line of the application it will be considered as a family not a single membership. B. Associate - membership shall be open to persons who are 18 years of age or older, in good standing with the American Kennel Club, who subscribe to the objects of this club, but do not own a German Shorthaired Pointer. Associate members are entitled to all the rights and privileges of the Club, with the exception of the right to vote and hold office. If two names are recorded on the membership line of the application it will be considered as a family not a single membership. C. Lifetime The Board of Directors may by a majority vote designate from the Full membership a lifetime membership status for an individual(s) who has made substantial contributions to the betterment of the GSP Club of SA, the GSP breed or both. They shall not pay club dues. Lease membership and dues are separate and not automatically included. They may hold office if nominated in accordance with the C&BL and elected.
D. Honorary The Board of Directors may by a majority vote designate an Honorary membership for an individual(s) or an organization that has made substantial contributions to the betterment of the GSP Club of SA or the GSP breed. They shall not pay club dues and shall be accorded all privileges of the club with exception of the right to vote, hold office and an automatic lease membership. They may join the Lease that is separate from the Club and requires yearly dues payment. Any voting member in good standing may propose an individual for a Lifetime or Honorary membership at a regular club meeting or in writing to the Secretary stating why the individual should be considered. The Board of Directors will consider these proposals at their next scheduled meeting following the submission of the request. Section 2. Dues Membership dues shall be determined by the Board of Directors and shall not exceed $25 a year and payable on or before January 1 st of each year. During the month of December the individual in charge of membership shall send to each member a statement of dues for the ensuing year. New* members joining after 1 July shall pay one-half of the annual dues. (*New - never been a member of the club.) No member may vote whose dues are not paid for the current year. Section 3. Election to Membership Each applicant for membership shall apply on a form approved by the Board of Directors that states the applicant agrees to abide by the constitution and by-laws and the rules of the American Kennel Club and the GSP Club of San Antonio. The application shall state the name, address and shall carry the endorsement of at least one current member in good standing. Accompanying the application, the prospective member shall submit dues payment for the current year. All applications are to be filed with the individual in charge of membership and each application is read at the first club meeting following its receipt. Applicants must attend at least one (1) regular business meeting and attend one (1) Club event before they are eligible for a membership vote. If no Club event is up coming, applicant must be present at the meeting when the membership vote is done. Returning members may forgo the meeting requirement by paying the full dues amount and helping with an event of the Club. The applications will be voted upon by affirmative votes of a simple majority of the voting membership present provided a quorum is present. Applicants not elected to membership may not reapply within six months from time of vote after which they may reapply following the same procedure as outlined above for election to membership. Section 4. Termination of Membership Membership may be terminated: A. By resignation. Any member in good standing may resign from the club upon written notice to the Secretary; but no member may resign when in debt to the Club. Dues obligations are considered a debt to the Club and incur on the first day of each calendar year. B. By lapsing. A membership will be considered lapsed and automatically terminated if such member s dues remain unpaid 30 days after the first day of the calendar year. The Board may grant an additional grace period to members with extenuating circumstances whose dues remain unpaid at the end of the 30 days following
January 1 st. In no case may a person be entitled to vote at the club meeting whose dues are unpaid as of the date of that meeting. C. By expulsion. A membership may be terminated by expulsion as provided in Article VII of these by-laws. Article III Meetings Section 1. Regular Club Meeting - Regular meetings shall be held where designated in the San Antonio metropolitan area, on the second Thursday of each month, in each year at such hour and place as may be designated by the Board of Directors. Certain monthly meetings may be designated as social meetings. No official club business will be transacted at meetings designated as social. Notice of such meetings will be sent at least ten (10) days prior to the date of the meeting. The quorum for such meeting will be 20%, or five (5) full members, whichever is greater, in good standing and at least three (3) members of the Board of Directors. Section 2. Special Club Meeting Special club meetings may be called by the President or by a majority vote of the members of the Board who are present and voting at any regular or special meeting of the Board or by the Secretary upon receipt of a petition signed by five (5) members of the Club who are in good standing. Such a special meeting will be held in San Antonio Metropolitan area, at such an hour and place as may be designated by the person or persons authorized herein to call such meetings. Notice of such meetings will be sent not more than fifteen (15) days or less than five (5) days prior to the date of the meeting. The notice will state the purpose of the meeting and no other club business may be conducted at this time. The quorum for such a meeting will be the same as for a regular meeting. (Article III, Section I) Section 3. Board Meetings These meetings are to be held quarterly, but in no case less than two (2) meetings a year. These meetings will be held in the San Antonio metropolitan area at such hour and place as may be designated by the Board. Notice of each meeting will be at least five (5) days prior to the date of the meeting. The quorum for such meeting will be the majority of the Board. The Board may conduct its business throughout the year by regular mail, email or other electronic means. Section 4. Special Board Meetings Special meetings of the Board may be called by the President; and shall be called upon receipt of a written request signed by at least three members of the Board. Such special meetings shall be held in the San Antonio metropolitan area at such place, date, and hour as may be designated by the person authorized herein to call such meeting. Written notice of each such meeting shall be sent at least five (5) days and not more than ten (10) days prior to the date of the meeting. Any such notice shall state the purpose of the meeting and no other business shall be transacted thereat. The quorum for such a meeting shall be a majority of the Board. Section 5. Voting Each Full and Lifetime member in good standing whose dues are paid for the current year shall be entitled to no less than one vote if a single membership or more than two votes if a family membership at any meeting of the Club at which they are present. Proxy voting will not be permitted at any club meeting or election. Article IV Directors and Officers Section 1. Board of Directors - The Board will be comprised of the President, Vice-President, Secretary, Treasurer and the following standing committee chairs: Field Trial, Show and Hunting Test and Lease manager. Board members will serve for a one-year term as provided in Article V
unless they resign prior to their successor being elected or appointed. General management of the club s affairs will be entrusted to the Board of Directors. Section 2. Officers Officers of the Club shall consist of the President, Vice-President, Secretary, and Treasurer. They shall serve in their respective capacities both with regard to the Club and its meetings and the Board and its meetings. A. The President will preside at all meetings of the Club and the Board, will be an exofficio member of all committees except the nominating committee, and will have the duties and powers appurtenant to the office of the president in addition to those particularly specified in these constitution and by-laws. B. The Vice-President shall, in the order of the office, assist the President in the performance of the duties of the office and in the event of the president s absence, incapacity or death assume the office of President. C. The Secretary shall keep a record of all of the meetings of the Club and Board and of all matters of which a record shall be ordered kept by the Club. The Secretary shall have charge of the correspondence, arrange for the meetings and notify the members of the meetings. The Secretary shall notify new officers of their election to office, keep a roll of the members of the Club with their addresses, and carry out such other duties as are prescribed in these constitution and by-laws. D. The Treasurer shall collect and receive all monies due or belonging to the Club. The Treasurer shall deposit the same in a bank satisfactory to the Board in the name of the Club. The Club s books shall at all times be open to inspection of the Board and the Treasurer shall report to them at every meeting the condition of the Club s finances and every item of receipt of payment not before reported. They shall pay the yearly reoccurring fees/dues and any other such fiduciary responsibility associated with the Club and it's events. At the Annual Meeting an account shall be rendered of all monies received and expended during the previous fiscal year. At the discretion of the Board of Directors, the Treasurer may be bonded in an amount determined by the Board of Directors. Section 3. Committees The Club shall have four (4) standing committees. They will be Field Trial, Show, Hunt Test and Snake Awareness. The Board of Directors will appoint each respective committee chair. Such committees shall always be subject to the final authority of the Board. At the conclusion of each event a financial accounting will be provided to the Board of Directors. In addition to the four standing committees the Club will also have a Lease Manager and Membership Chair. The duties of each are as follows: A. Field Trial Committee - This committee shall be comprised of a chairman, field trial secretary and at least five (5) members of the Club that may include the field trial secretary. This committee shall function in accordance with the rules of AKC and promote no less than two (2) licensed AKC Field Trials during the calendar year. B. Show Committee This committee shall be comprised of a chairman and at least five (5) members of the Club. This committee shall be responsible for planning and arranging of events for the purpose of holding not less than one (1) AKC licensed specialty show during the calendar year. C. Hunt Test Committee This committee shall be comprised of a chairman and secretary and at least five (5) members of the Club that may include the Hunt Test secretary. This committee shall function in accordance with the rules of AKC and promote no less than one (1) licensed AKC Hunt Test during a calendar year.
D. Snake Awareness - This committee shall be comprised of a chairman appointed to organize and contact other club members to help run the event. E. Lease Manager The manager shall be responsible for the co-ordination and management of the Club's training lease. This includes but is not limited to: state requirements for a private lease, bird maintenance, work day schedules, combination changes and any other information such as dates and times of scheduled activities from either the German Shorthaired Pointer Club or another organization using the lease that needs to be conveyed to the lease members. If the Club no longer maintains a training lease this position will become inactive. F. Membership The Chair is responsible for the following: maintain a record of the membership status, accept new member applications and present them at the club meetings, send out renewal notices in December for the ensuing year, receive dues payments and forward them to the Treasurer in a timely manner, provide a copy of the membership to the club secretary along with quarterly updates, and act as liaison between new members and committee chairs. Provide a list of voting members to the Nominating Committee Chair upon request. G. Each year the Board may appoint additional committees to advance the work of the Club and special committees may also be appointed by the Board to aid with particular projects. Such committees shall always be subject to the final authority of the Board. Section 4. Vacancies Any vacancies occurring on the Board during the year shall be filled by a majority vote of the current sitting members of the Board at its first regular meeting following the creation of such vacancy, or at a special board meeting called for that purpose: except that a vacancy in the office of the President will be filled automatically by the Vice-President and the resulting vacancy in the office of the Vice-President will be filled by the Board. Article V - The Club Year, Annual Meeting, Elections Section 1. Club Year The Club s fiscal year shall begin on the first day of January and end on the 31 st of December. The Club s official year shall begin immediately at the conclusion of the election at the Annual Meeting and shall continue through the election at the next Annual Meeting. Section 2. Annual Meeting The annual meeting shall be held in the month of January at which time directors and officers for the ensuing year shall be elected by secret, written ballot from among those nominated in accordance with Section 4 of this Article. The newly elected officers and directors shall assume their prospective office at the conclusion of this meeting. Each retiring officer shall turn over to the successor in office all properties and records relating to that office within thirty (30) days of the election. Section 3. Elections The nominated candidate receiving the greatest number of votes for each office shall be declared elected. If no additional nominations are made at the November meeting in accordance with Section 4 of this Article, the Nominating Committee's slate shall be declared elected at the Annual meeting and no balloting shall be required. Section 4. Nominations - No person may be a candidate in a club election who has not been nominated. During the month of September, the Board shall select a Nominating Committee, consisting of three (3) members, and one (1) alternate, not more than one (1) of which shall be a
member of the board. The Secretary shall immediately notify the committee of their selection. The Board shall name a chairman for the committee and it shall be their duty to call a committee meeting to be held on or before October 1. The nominating committee members are responsible for a written ballot if necessary and at the time of election count the ballots and report the results to the Club. The Membership chair will provide a list of the membership that is eligible to hold office and to vote. A. The committee will nominate one (1) candidate for each office. Upon consent of those nominated the slate will be provided to the Secretary who in turn will notify the membership prior to the November meeting of the candidates nominated. B. Additional nominations may be made at the November meeting, provided the person so nominated does not decline when his/her name is proposed. If the proposed candidate is not in attendance at this meeting, the nominator shall present to the Secretary a written statement from the individual signifying their willingness to be a candidate. No person may be a candidate for more than one (1) position. Additional nominations provided for herein may be made only from among those members who have not accepted a nomination of the nominating committee. C. All full members in good standing, including those on the nominating committee, are eligible for nomination as a candidate for office. Nominee for the office of President must be a member of the club for at least six (6) months. D. Nominations close at the end of the November meeting and no further nominations can be made at the Annual meeting or in any manner other than as provided in this section. Article VI - Committees Section 1. Standing/Special Committees The Board may each year appoint standing committees to advance the work of the Club in any field which may be served by committees. Such committees shall always be subject to the final authority of the Board. Special committees may also be appointed by the Board to aid it on particular projects. Section 2. Auditing Committees The President shall appoint an Audit Committee. The duties of which shall be to review the Club's finances for the previous year and make recommendations to the Board of Directors based upon their findings. Article VII Discipline Section 1. American Kennel Club Suspension Any member who is suspended from the privileges of the American Kennel Club automatically shall be suspended from the privileges of this club for a like period. Section 2. Charges Any member may prefer charges against a member for alleged misconduct prejudicial to the best interest of the Club or the Breed. Written charges with specifications must be filed in duplicate with the Secretary along with a deposit of ten dollars ($10) that shall be forfeited if the charges are not sustained. The Secretary shall promptly notify the Board which shall meet and fix a date for a board hearing, not less than three (3) weeks nor more than six (6) weeks thereafter. The Secretary shall promptly send one (1) copy of the charges to the accused member by registered mail together with a notice of the hearing and an assurance that the defendant may personally appear in their own defense and bring witnesses if they desire.
Section 3. Board Hearings The Board shall have complete authority to decide whether counsel may attend the hearing, but both complainant and defendant shall be treated uniformly in that regard. Should the charges be sustained after hearing all the evidence and testimony presented by complainant and defendant, the board may, by a majority vote of those present suspend the defendant from all privileges of the club for not more than six (6) months from the date of the hearing and, if the Board deems the punishment insufficient, it may also recommend to the membership that the penalty be expulsion. In such case, the suspension shall not restrict the defendant s right to appear before his fellow members at the ensuing club meeting which considers the recommendation of the Board. Immediately after the Board of Directors has reached a decision, its findings shall be put in written form and filed with the Secretary. The Secretary in turn, shall notify each of the parties of the Board s decision and penalty, if any. Section 4. Expulsion Expulsion of a member from the Club may be accomplished only at meetings following a board hearing and upon the Board s recommendation as provided in Section 3 of this Article. Such proceedings may occur at regular or special meetings of the Club to be held within sixty (60) days, but not earlier than thirty (30) days after the date of the Board s recommendations of expulsion. The defendant shall have the privilege of appearing in their behalf though no evidence shall be taken at this meeting. The President shall read the charges and the Board s findings and recommendations, and shall invite the defendant, if present, to speak on their own behalf, if they wish. The members shall then vote by secret written ballot on the proposed expulsion. A two-thirds vote of those present and voting at the meeting shall be necessary for expulsion. If expulsion is not so voted, the Board s suspension shall stand. Article VIII Amendments Section 1. Proposed Amendments to the Constitution and By-laws may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by 20% of the voting membership in good standing. Amendments proposed by such petitions shall be promptly considered by the Board of Directors and must be submitted to the membership with recommendations of the Board by the Secretary for a vote within three (3) months of the date the petition was received by the Secretary. Section 2. Amended The Constitution and By-laws may be amended by two-thirds of the vote of the membership present and voting at any regular or special meetings called for that purpose, providing the proposed amendments have been included in the notice of the meeting and mailed to each member at least two (2) weeks prior to the date of the meeting. Article IX Miscellaneous Alcohol - The Club will not furnish nor pay for alcohol or alcoholic beverages at any of the Club functions. Article X - Dissolution Section 1. The Club may be dissolved at any time by the written consent of not less than twothirds of the members. In the event of the dissolution of the Club, whether voluntary or by operation of law, none of the Club property, proceeds or assets shall be distributed to any member of the Club. After payment of the Cub debts its property and assets shall be given to a charitable organization for the benefit of dogs selected by the Board of Directors. Article XI Order of Business
Section 1. Regular Meetings At meetings of the Club, the order of business so far as the character and nature of the meeting may permit, shall be as follows: Call to Order Minutes of the Last Meeting Report of the President Report of the Secretary Report of the Treasurer Report of the Committees Election of Officers and Board (At Annual Meeting) Election of New Members Unfinished Business New Business Adjournment